LO1.2 Confidentiality Protocols

Question 1

The definition of ‘confidentiality protocols’ is…

Answer 1

A promise to protect personal or business information from being shared more widely

Question 2

In a business context, what types of information might be considered to be confidential?

Answer 2

Confidentiality in business might include:

Customer data, financial data, business processes, trade secrets (eg recipes), plans and strategies

Question 3

Give 3 reasons why confidentiality needs to be maintained in a business situation..

Answer 3

Confidentiality needs to be maintained… 1. as it is a legal requirement, 2. to protect the reputation of a business, and 3. to retain competitive advantage

Question 4

Explain how a business can maintain confidentiality by using practical measure #1: NEED TO KNOW BASIS

Answer 4

Keeping the number of staff who know the confidential information to a minimum

Question 5

Explain how a business can maintain confidentiality by using practical measure #2: USING IT SYSTEMS

Answer 5

Restricting access to files or server areas, using BCC to avoid sharing email address details, not “replying to all” or copying in “all staff” on emails

Question 6

Explain how a business can maintain confidentiality by using practical measure #3: CONTRACT OF EMPLOYMENT

Answer 6

Making disclosure of confidential information a matter of gross misconduct (i.e. a sackable offence)

Question 7

Explain how a business can maintain confidentiality by using practical measure #4: NON-DISCLOSURE AGREEMENT (NDA)

Answer 7

Asking stakeholders to sign NDAs which are legally binging contracts (e.g. recipes given to suppliers of ingredients)

Question 8

What are the two types of system of storing confidential documentation securely?

Answer 8

MANUAL SYSTEMS - locked filing cabinets and shredding paper waste, and ELECTRONIC SYSTEMS - password protection and printer retrieval log-ins

Question 9

How can breaching confidentiality have significant implications on: A the BUSINESS, and B the INDIVIDUAL?

Answer 9

BUSINESS: legal action, financial penalties (fines), damage to reputation, loss of competitive advantage. INDIVIDUAL: disciplinary action, warnings or dismissal.

Question 10

When is it OK to breach confidentiality?

Answer 10

ILLEGAL ACTIVITY: duty to report staff who are suspected of breaking the law. EMERGENCIES: medical or physical emergency to contact relatives